Transcript of Administrative Review Virginia Department of Health Special Nutrition Programs 2014.
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Administrative Review Virginia Department of Health Special
Nutrition Programs 2014
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Module #8: Administrative Review State Agency Monitoring
Requirements Pre-approval visits are conducted for new sponsors.
Unannounced sites reviews are conducted to observe meal service and
claiming procedures. End-of-season administrative reviews of
sponsor operations.
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Module #8: Administrative Review State Agency Monitoring
Requirements Administrative reviews are scheduled by an SNP Liaison
in advance are conducted: o For all new sponsors in their first
year o For returning sponsors at least once every three years o For
problematic sponsors o As needed to meet federal review
requirements
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Module #8: Administrative Review Purpose of an Administrative
Review To evaluate your SFSP for compliance with federal and state
regulations To provide technical assistance on implementing
Corrective Action for program areas not in compliance To provide
technical assistance on best practices for operating your
program
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Module #8: Administrative Review Entrance Conference The
Administrative review entrance conference is conducted to discuss
the program operational areas that will be examined during the
review During the entrance conference, the reviewer will discuss
the Administrative Review Guidance Tool with the sponsor.
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Module #8: Administrative Review Administrative Review Guidance
Compliance Area 1 Program Eligibility Compliance Area 2 Meal Counts
Compliance Area 3 Meal Requirements Compliance Area 4 Fiscal
Accountability Compliance Area 5 Site Monitoring and Training by
Sponsor Compliance Area 6 Sanitation and Safety Compliance Area 7
Civil Rights Compliance Area 8 USDA Food Program Compliance Area 9
Vended Programs
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Module #8: Administrative Review Compliance Area 1 Program
Eligibility Required program eligibility documentation includes:
Open and closed-enrolled sites in needy area: Copy of annual public
media release List of media outlet(s) receiving the release Date(s)
sent Other outreach activities informing community of free meal
locations
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Module #8: Administrative Review Compliance Area 1 Program
Eligibility Required program eligibility documentation includes:
Eligibility documents for camps and closed- enrolled sites in a
non-needy area: Total number of children enrolled Total number of
children eligible Certified eligibility forms or other approved
alternative documentation verifying childrens eligibility Income
eligibility scale for the current year
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Module #8: Administrative Review Compliance Area 2 Meal Counts
Required meal count documents include: For open and closed-enrolled
sites: Original recorded daily meal count sheets by meal type for
each site Separate meal count sheets for field trips Documentation
for second meals claimed at sites that have fluctuations in
attendance (not more than 2% of the first meals served by sponsor).
System used to consolidate meal counts prior to claim
submission.
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Module #8: Administrative Review Compliance Area 2 Meal Counts
Required meal count documents include: For camps: Meal count
record
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Module #8: Administrative Review Compliance Area 3 Meal
Requirements Required documents include: Menus listing food items
served to meet component requirements. It is recommended to include
portion sizes and contribution to the meal pattern. Recipes for
self-prep sponsors Child Nutrition (CN labels for commercially
prepared items (e.g., pizza, chicken nuggets, etc.) Transport
records that have been signed and dated. These are required for
vended sites and should be utilized in self-prep sites
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Required documents include: Daily Meal Count forms
Receipts and disbursements of income to the SFSP Costs incurred for
operation and administration of the SFSP SFSP ledger of income and
costs in a consolidated summary
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Required documents include: Invoices and payment
records for purchase, storage, handling, processing, and transport
of food and supplies Inventory of foods and supplies Timesheet and
payroll records for staff involved in the daily functions of the
SFSP operations, such as preparation and supervision of the
meal.
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Required documents include: Timesheet and payroll
records for administrative and monitoring staff that do not perform
operational duties pertaining to SFSP, but are changing their time
to the SFSP Invoices for printing, office supplies, postage, and
mileage log
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Required documents include: Balance sheets that
outline SFSP income and expenses to account for SFSP funds on
allowable expenses Cash advance documentation such as bank account
records
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Allowable Costs: Operational costs are allowable
costs incurred by the sponsor for preparing and serving meals to
eligible children o Food service labor o Food o Other costs
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Allowable Costs: Administrative Costs are allowable
costs incurred by the sponsor for activities related to planning,
organizing, and administering the program o Labor for planning and
oversight o Mileage o Printing and advertising o Other costs
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Unallowable Costs: Unallowable costs are costs for
which program funds may NOT be used. They include, but are not
limited to: o Costs for excess meals ordered or prepared but not
served to eligible children, e.g., meals in excess of legitimate
program adult meals and reimbursable meals, unless specifically
approved by the State agency.
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Unallowable Costs: o Meals served in violation of
program requirements; i.e., additional foods served that are not
compliant with the meal patterns, meals or components consumed
off-site, second meals served in excess of the 2% tolerance o
Rental costs for periods beyond the close-out date for program
operation
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Unallowable Costs: o The cost to purchase food
(including coffee, etc.) for use outside of the SFSP o The cost of
meals served to administrative adult personnel, or any other adults
that are not in the operation of the food service. o Bad debts,
which are any losses arising from non-collectable accounts and
other claims and related cost
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Module #8: Administrative Review Compliance Area 4 Fiscal
Accountability Unallowable Costs: o For vended sponsors, the cost
of meals delivered by a food service management company to a
non-approved site, or for meals not delivered within the agreed
upon delivery time, meals served in excess of the approved cap,
spoiled or unwholesome meals, or meals that do not meet meal
requirements or quality standards. o Entertainment and fundraising
costs
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Module #8: Administrative Review Compliance Area 5 Site
Monitoring & Training by Sponsor Required documents include:
Site pre-operational visit reports for new sites and sites with
operation problems Site monitoring visit reports o First Week Site
Visit report completed within the first week of operation for new
sites and sites with operation problems o Site Review report
completed by the end of the 4 th week of operation
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Module #8: Administrative Review Compliance Area 5 Site
Monitoring & Training by Sponsor Required documents include:
Follow-up review reports as warranted Dates and agendas for staff
training on program requirements Staff training attendance roster
with staff sign-in Documentation supporting additional training and
corrective actions provided at sites with identified problems.
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Module #8: Administrative Review Compliance Area 6 Sanitation
and Safety Required documents include: Notification letter to the
local health authority of the sites participating in the SFSP
including addresses, contact information, dates of operation, and
meal times Inspection reports from health authority and documents
of corrective actions Current health/kitchen permit of the facility
used for preparation of meals for SFSP
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Module #8: Administrative Review Compliance Area 6 Sanitation
and Safety Required documents include: Each site where meals need
preparation. This may include, but is not limited to serving food
on plates, reheating unwrapped food, washing fruits, or assembling
unwrapped foods into unitized meals before serving. Best Practice:
food safety certification for a minimum of one employee at each
self- preparation site where meals are prepared
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Module #8: Administrative Review Compliance Area 6 Sanitation
and Safety Recommend daily: Temperature logs for refrigeration and
freezer units Delivery records for time and temperature of food to
verify meals served were safe for consumption
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Module #8: Administrative Review Compliance Area 7 Civil Rights
Required documents include: Civil rights complaint procedures Name
of Civil rights coordinator Ethnic or racial data form of
participants at each site Documentation for accommodating persons
with disabilities or special dietary needs (medical statement) And
Justice for All poster visible at all participating sites.
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Module #8: Administrative Review Compliance Area 8 USDA Food
Program Required documents for utilizing USDA Foods at
self-preparation and/or food service management company sites
include: Inventory system to monitor USDA Foods Ending inventory
report of USDA Foods to be utilized in other Child Nutrition
Programs Evidence of accepted donated food is used in menu
records
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Module #8: Administrative Review Compliance Area 9 Vended
Programs Required documents include (if applicable): Contract or
Agreement for purchasing meals from a commercial food vendor,
school district, or other SFSP sponsor Contract for other services
such as consultants, equipment rental, kitchen facilities, or
vehicle rental Bid procedures for those sponsors with contracts
over the current dollar threshold per State and federal laws.
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Module #8: Administrative Review Exit Conference The exit
conference is conducted to discuss the review findings and any
required corrective action. Sponsors are provided with a written
report summarizing the review findings and required corrective
action
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Module #8: Administrative Review Corrective Action
Documentation Sponsors will provide to the reviewer a written
corrective action plan explaining new procedures that will be
permanently implemented and followed to ensure compliance with
regulations
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Module #8: Administrative Review Corrective Action
Documentation VDH reviewer will determine if corrective actions are
met satisfactorily once written correction action is received
Fiscal action adjustments will be process for any over-claimed or
under-claimed meal count.
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Module #8: Administrative Review Fiscal Sanctions for
Unallowable Activities: The following is a list of unallowable
activities that will lead to fiscal sanctions. Claiming meals taken
off-site (except for reported field trips with complete meals
accurately claimed) Claiming meals served on-site or on a field
trip that did not have prior approval from VDH. Claiming adult
meals
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Module #8: Administrative Review Fiscal Sanctions for
Unallowable Activities: The following is a list of unallowable
activities that will lead to fiscal sanctions. Serving incomplete
meals (i.e., meals lacking minimum acceptable components and/or
quantities) Serving meals outside the approved meal timeframes
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Module #8: Administrative Review Fiscal Sanctions for
Unallowable Activities: The following is a list of unallowable
activities that will lead to fiscal sanctions. Serving meals over
the VDH approved maximum number of meals that may be served
Claiming meals on days or at sites not approved to operate Claiming
meals with no supporting documentation
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Module #8: Administrative Review Records to Keep: Document
program activities and maintain the following records for three
additional yeas after the end of program year: Site information and
eligibility Meal counts Menus Fiscal accountability Site monitoring
and training
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Module #8: Administrative Review Records to Keep: Document
program activities and maintain the following records for three
additional yeas after the end of program year: Safety and
sanitation Civil rights USDA Foods Food Service
Agreement/Contract